Level Up Your Email Game:
How To Set Up Your Business Email with Google Workspace
By Andy Parker
Let’s talk about something that can make a big difference in how your business is perceived: email.
If you’re still using your personal email address for professional communication – this one’s for you.
I’m going to show you how to create a business email address so you never have to send important emails to potential clients with an address like “crazydoglover@gmail.com” again.
That’s where Google Workspace (formerly known as G Suite) comes in. It offers a suite of productivity tools, including Gmail, designed specifically for businesses like ours.
With Google Workspace, you can create a customized business email address that reflects your brand and gives you that extra touch of professionalism.
In this post, I’ll show you step-by-step how to set up your business email with Google Workspace.
Say goodbye to embarrassing email addresses and hello to a more professional image for your business.
Upgrade Your Business Email with Google Workspace: Step-by-Step Guide
Step 1 - Create Your Google Workspace Account
To get started, visit the Google Workspace website and sign up for an account. Select the plan that matches your business requirements – Basic, Business, or Enterprise.
Follow the account creation process by entering your business details, billing information, and setting up an admin user account. An admin user account lets you be the boss so you can grant access to other people and change settings.
Step 2 - Verify Your Domain
The next step is to verify your domain name. This is an important step to make sure that Google knows you are the rightful owner of your domain and can set up your email properly. Verification is like showing your ID to prove that you are who you say you are.
To verify your domain, you will be provided with a TXT code to add to your domain’s DNS or an HTML code to add to your website. Once you’ve added this code, Google will check and confirm that it’s there, and then you’ll be all set to move forward with your Google Workspace email setup.
How do you get this special code?
HTML Tag: Google may give you an HTML tag, which is a small piece of code. Copy the code that Google gives you. It’s a special code made up of letters, numbers, and symbols.
Go to the place where you can change things on your website. It might be called “settings” or “customization” and you can usually find it by clicking on a special menu.
Look for a box or an area that says “header” or “footer.” This is where you want to put the code.
Paste the code into the box. It’s like sticking the code into your website so it knows you’re connected with Google.
*Remember, if you’re using a platform like WordPress or Squarespace, they might have plug-ins (special tools or buttons) that make it easier to add the code. So keep an eye out for any special features they have.
DNS Record: Visit the website of the place where you bought your domain (like GoDaddy, Bluehost or Namecheap). Click here for more detailed instructions for popular hosts.
Look for a section that says something like “DNS settings” or “Domain settings.” It might be in a menu called “Manage Domain” or “Domain Management.”
Once you find that section, you’ll see some boxes where you can enter information. Google will give you a TXT code with different details like type, name, and value.
Just copy the details that Google gives you and paste them into the right boxes on your domain provider’s website. This will tell your website where to find Google.
That’s it! It may take a little while for the changes to take effect, but once they do, your website will be connected with Google.
Add MX Record: Note: If you didn’t activate Gmail during sign-up, you can do so now (or whenever you’re ready).
In the same section you are already in to add the TXT record to verify you’ll next add what’s called an MX record. This is where you’ll change your domain’s MX records to direct mail to Google’s mail servers. Don’t worry it’s not as complicated as it sounds!
First find the section or dropdown that says MX records. You are going to want to delete any existing MX records if there are any.
Next simply follow the directions and the corresponding new MX record and click save.
Look for a section that says something like “DNS settings” or “Domain settings.” It might be in a menu called “Manage Domain” or “Domain Management.”
Once you find that section, you’ll see some boxes where you can enter information. Google will give you a TXT code with different details like type, name, and value.
Just copy the details that Google gives you and paste them into the right boxes on your domain provider’s website. This will tell your website where to find Google.
That’s it! It may take a little while for the changes to take effect, but once they do, your website will be connected with Google.
Step 3 - Create Your Username and Address
Here's what you need to do:
Your email address will be the same as your domain. So if your domain is parkerplumbing.com then your email address is something@parkerplumbing.com
Next, you need to create a username, that’s the “something” that goes before @parkerplumbing.com. Typical usernames are: info, hello, sales, support, or your first name.
Then, put your domain name and username together, like “info@parkerplumbing.com” or hello@parkerplumbing.com or andy@parkerplumbing.com. You get the idea.
Remember, it’s important to pick a name that represents your business and is easy for others to remember.
Step 4 - Accessing Gmail in Your Google Workspace Account
Access your Google Workspace account and navigate to the Gmail application. If you’re not sure, look for buttons that say “Gmail” or have an envelope picture. When you find it, click or tap on it.
Click on “Settings” and choose “Accounts and Import”
In the “Send mail as” section, click on “Add another email address”
Add your new business email address and click “Next”
Follow the prompts to verify ownership of your email address.
Select your new business email address as the default email to send from in your Gmail account.
Level Up Your Business with Google Workspace Email
You did it! You now have a professional business email address. R.I.P. crazydoglover@gmail.com!
But wait, there’s more! Google Workspace Email also offers enhanced security so your business communications are protected from hacking and malware.
Plus, Google Workspace isn’t just an email service, it also works seamlessly with other tools that help you get things done. You can use Google Drive to store and share your files, Google Calendar to schedule and manage your appointments, and Google Docs to create and collaborate on documents with others.
So, by using Google Workspace Email, you become a pro in no time. People will think, “Wow, this business means serious business!”
If you use this guide, send us an email from your new account and let us know how it helped. We’d love to hear from you at hello@bungalowwebdesign.com